Writing the report Draft the report body and supplementary pages. Determine an appropriate report structure and organization. Draft the report body and supplementary pages. Use an effective writing style. Provide appropriate documentation when using someone else’s work. Revise, format, and proofread the report. Business and Professional Writing <#> 1

Organizing the report Basis Time Location Importance Criteria Known to unknown Simple to complex Heading Format Noun phrases Participial phrases Partial statements Statements Questions Business and Professional Writing <#> 2

Making use of the data Findings: Dana frequently misses work. He rarely reaches his quota. He doesn’t get along well with his coworkers. Conclusion: Dana is not an effective worker. Recommendation: Dana should be fired. Business and Professional Writing <#> 3

THE STATUS OF WORKING MOTHERS IN MANAGEMENT Report outline THE STATUS OF WORKING MOTHERS IN MANAGEMENT Janice Bellevue I. INTRODUCTION A. Purpose and Scope B. Procedures Business and Professional Writing <#> 4

A. Number of Working Mothers 1. National Labor Force II. FINDINGS A. Number of Working Mothers 1. National Labor Force 2. State Labor Force B. Effects on Labor Productivity 1. Absenteeism 2. Rate of Turnover 3. Commitment to the Job C. Special Needs of Working Mothers 1. On-Site Child-Care Centers 2. Flexible Working Hours 3. Family Leave Business and Professional Writing <#> 5

III. SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS A. Summary and Conclusions B. Recommendations Business and Professional Writing <#> 6

Body of the report Introduction Background Need for the study Authorization for the report Hypotheses or problem statement and subproblems Purpose and scope Procedures Introduction Business and Professional Writing <#> 7

Body of the report Findings Presentation, analysis, and interpretation of the data Tables and figures Report headings Documentation Findings Business and Professional Writing <#> 8

Body of the report Final Section Summary Conclusions Recommendations Business and Professional Writing <#> 9

Supplementary sections Report title Names of reader and writer Transmittal date Other relevant information Title page Business and Professional Writing <#> 10

Supplementary sections Transmittal Document Letter or memorandum conveying the completed report Executive Summary Synopsis or abstract Business and Professional Writing <#> 11

Supplementary sections Identification of report headings Page numbers on which the report headings are found Table of Contents Business and Professional Writing <#> 13

Supplementary sections Appendix Supplemental information Complete citation of all sources referred to in the text References Business and Professional Writing <#> 14

Writing style Tone: Not: The auditor did not buy the supplier’s story. But: The auditor did not believe the supplier. Business and Professional Writing <#> 16

Writing style Use of pronouns: Informal: I believe the cause of the problem is low morale. Formal: The cause of the problem is probably low morale. Business and Professional Writing <#> 17

Writing style Use of pronouns: Informal: I mailed the questionnaire to nearly 300 customers. Passive: This questionnaire was mailed to nearly 300 customers. Active: Nearly 300 customers received the questionnaire. Business and Professional Writing <#> 18

Writing style Verb tense: Not: The issue will be discussed in the next section. But: The issue is discussed in the next section. Not: The president thought the project should be canceled. But: The president thinks the project should be canceled. Business and Professional Writing <#> 19

Author-date documentation Smith (2002) found that . . . In a recent productivity study (Smith, 2002), . . . As Smith and Jones (2001) demonstrated, . . . As has been shown (Smith & Jones, 2004), . . . Several studies (Abel, 2001, 2004a, 2004b; Brooks, 1998; Curtin, 2006), . . . His answer was, “Not in your lifetime” (Dye, 2003, p. 230). Medco sold its Akron plant for $2.4 million (“Medco Lights Up,” 2005, p. 14B). Business and Professional Writing <#> 20

Key terms conclusions direct quotation documentation executive summary generic heading paraphrase plagiarism talking heading transmittal document Business and Professional Writing <#> 23

S URBAN SYSTEMS U LAB 12 test Even on the brightest of evenings navigating your garden can be a challenge at best. At worst, the cause of a nasty spill. Today, alot of people are discovering the benifits of low voltage lighting as an economical effective and energy-efficient source of exterior lighting. evenings, (INTRO) best or, at (FRAG) a lot (WORD) Benefits (SPELL) low-voltage (COMP) economical, effective, (SER) Business and Professional Writing

S U Many Lighting Systems are sold in kits for do-it-yourself URBAN SYSTEMS U Many Lighting Systems are sold in kits for do-it-yourself installation, many folks who would’nt otherwise fool with an electrical outlet is now installing a lighting system. lighting systems (COMMON NOUNS) installation. Many (RUN-ON) wouldn’t (SPELL) Are (AGR) Business and Professional Writing

S U Essentially, there is only 3 basic types of fixtures spot URBAN SYSTEMS U Essentially, there is only 3 basic types of fixtures spot lighting, path lighting, and general lighting. Spot lighting consist of a floodlight that is used to direct light to a spe- cific location so as to illuminate a tree, decorative shrub, or architectural element of the homes exterior. Path lighting and accent lighting is the most popular styles used by homeowners’ today. Are (AGR) Three (NO.-FIGURE) fixtures: (EXP) Consists (AGR) home’s (SING POSS.) Are (AGR) homeowners (PLURAL) Business and Professional Writing

S U One aspect of design that deserves creative ideas are the URBAN SYSTEMS U One aspect of design that deserves creative ideas are the maximum distance that the wire will travel. The further the wire travels, the more the voltage drops. Which, in turn, creates a drop in illumination. To avoid this condition experts advice us- ing several wires of varying lengths. Is (AGR) Farther (WORD) drops, which, (FRAG) condition, (INTRO) Advise (WORD) Business and Professional Writing

S U Some transformers are equiped with a photoelectric cell URBAN SYSTEMS U Some transformers are equiped with a photoelectric cell that automatically turn the lights on and off. Another poplar ac- cessory is a dimmer to control the lights’ intensity. Equipped (SPELL) Turns (AGR) Popular (SPELL) light’s (SING POSS) Business and Professional Writing